Assistant Manager, State Offices (Melaka)

The National Cancer Society Of Malaysia; Malacca City; On-site; MYR 60,000 - 80,000; Full time

Job summary

A non-profit organization in Malacca is seeking an experienced office manager to maintain operational efficiency and oversee staff management. You will manage office supplies, coordinate with stakeholders, and lead project management initiatives related to fundraising programs. The ideal candidate holds a Bachelor’s degree, has strong communication skills, and at least 4-5 years in a managerial role, preferably in a non-profit context.

Qualifications

• Minimum 4-5 years of experience in an assistant or managerial role (non-profit advantage).

Responsibilities

• Ensure utilities are paid and maintained.
• Lead communication of directives from management.
• Manage fundraising and support programmes.
• Oversee project management for repair and refurbishment.

Skills

Excellent communication skills

Interpersonal skills

Leadership qualities

Fluency in Malay and English

Fluency in Mandarin (advantage)

Education

Bachelor’s degree in business administration or related field

Job description

Overview

To maintain the state office and carry out the mission and vision of the organisation within the administrative domain.

Key Responsibilities and Accountabilities

Office Management

• Ensure utilities are paid up to date and records maintained.
• Maintain scheduled maintenance for office equipment and services.
• Confirm licensing and certification requirements.
• Ensure office supplies are adequate and replenished timely.
• Keep an up‑to‑date inventory of movable and non‑movable assets.
• Document and store all office records systematically.
• Keep legal instruments up to date and safely stored.
• Ensure physical and human security of the office.
• Organise intra‑office meetings and act as secretariat.
• Coordinate with other departments for effective operation.

Infrastructure and Asset Management

• Determine need for repair, refurbishment or upgrading of office or assets.
• Maintain list of suitable vendors and contractors.
• Lead project management for any repair or refurbishment work.

Staff Management

• Ensure regular attendance of staff and monitor movements and illness status.
• Ensure staff compliance with regulations and policies.
• Lead communication of directives from management to staff.
• Aid in hiring and termination processes (screening, interviewing).
• Verify financial and leave‑in‑lieu claims before forwarding.
• Lead orientation for new staff.
• Ensure space, equipment and onboarding measures for new staff.

Stakeholder Management

• Oversee responses to all incoming communications.
• Manage visitor coordination.
• Arrange all meetings, engagements and programmes within the state office.
• Facilitate meetings with external stakeholders.
• Maintain database of potential donors and donor organisations.
• Develop and deploy fundraising and Educate/Care/Support programmes.
• Provide regular updates and communications with stakeholders.
• Maintain records on fundraising projects and programmes.
• Support national fundraising projects in close communication with national management.

Project, Programme and Activity Management

• Lead development of fundraising and Educate/Care/Support programme proposals.
• Oversee internally conceived projects from inception to completion.
• Manage external projects in required capacity post‑assessment.
• Harmonise fundraising projects with state‑level programmes.
• Responsible for state office income & expenditure, including ledger accounts, financial statements, budgeting and reporting.
• Liaise with external vendors and government bodies.
• Account for daily bookkeeping and administrative duties.
• Develop and execute yearly fundraising plan to achieve RM300,000 target.
• Organise campaigns, events and donor engagement initiatives.
• Build and maintain relationships with corporate sponsors and community funders.
• Monitor and report on fundraising performance and ROI.

Fleet Management

• Ensure fleet is road‑worthy, fit for use and compliant with regulations.
• Oversee staff movement using vehicles and vehicle movements.
• Oversee regular maintenance and upkeep of vehicles.

Requirements

• Minimum Bachelor’s degree in business administration, management or related field.
• 4–5 years of experience in an assistant or managerial role (non‑profit advantage).
• Excellent communication and interpersonal skills.
• Demonstrated leadership qualities.
• Proficiency in Malay and English; fluency in Mandarin is an advantage.

Organisation Overview

The National Cancer Society of Malaysia (NCSM) is a not‑for‑profit organisation established in 1966 providing education, care and support services for people affected by cancer. It is the first cancer‑related non‑profit in Malaysia, offering a comprehensive range of services to the public.

Mission Statement
To ensure that no Malaysian fears cancer by creating an understanding of cancer that leads to prevention and early detection, and by providing the best possible care and support for those affected.

Motto and Objectives
“Giving Hope. Celebrating Life.”

• Educate – minimise cancer by raising public awareness on prevention, screening and early detection.
• Care – increase access to cancer services through affordable and advanced screening and diagnostic facilities.
• Support – empower individuals and those affected to maintain the highest possible quality of life.